Administrative Coordinator – Division Of Student Success

Description
Position AnnouncementAdministrative Coordinator – Division of Student SuccessPosition SummaryThe Administrative Coordinator provides support for up to seven departments in the Division of Student Success. The incumbent may be responsible for coordinating the daily activities and needs of the departments including calendar management, meeting/event scheduling and material preparation, purchasing including pcard purchases and reconciliation, Tcard/travel, invoices, parking liaison, printing, and routine office management. This could also include supervision of Student employees, interacting with students, parents, guardians, and families, and providing assistance to campus and external customers.About the DivisionThe Division of Student Success at UT works to engage each scholar's experience by supporting their unique strengths and goals. We collaborate with UT faculty and staff to help each scholar maximize their strengths and understand how they contribute to their academic dreams, career paths, and personal well-being.Job Responsibilities

Supports calendar, room reservations, food orders, events, printing, Tcard/travel, invoices, pcard, phones and other miscellaneous tasks for assigned areas. Provides backup support to a paired co-worker during leave or time out of the office.Delivers and organizes supplies as needed.Coordinates and reconciles departmental pcards and pcards for individuals in the assigned areas.Arranges travel including transportation, lodging and conference support.Enters transactions and invoices into Iris/business system for multiple accounts for review and approval by leadership.Maintains and complies with purchasing card, travel card and general spending policies.Attends departmental meetings and records minutes as needed.Maintains distribution lists.Issues keys for building access and makes facility requests.Schedules conference rooms as needed.Copier maintenance and usage reporting.Mail packaging/labeling and billing.Liaises with the business office on contracts as necessary.Maintains confidentiality of sensitive information.Provides other miscellaneous administrative support, including but not limited to petty cash oversight, student oversight, facilities support and other general support required to help an office function smoothly.May maintain social media sites and webpages.May work with departments, families, and students to facilitate registration and ongoing support for academic courses/programs.May provide the full scope of support for graduation, honor's day, and awards activities, to facilitate career fairs, employer visits and related events for the career center.May provide phone and miscellaneous support.May monitor departmental email accounts.Provides Banner 9 course registration assistance to support the 4,000 students enrolled in the various sections of the Fall and Spring FYP courses. This involves assisting students, instructors, and advisors around campus with manual section changes when the need arises. This role further orders textbooks for FYP courses (as needed), assigns the determined instructors of record, and manually supports student enrollment changes when sections are canceled due to low enrollment.Maintain files and records in office and periodically move files to records management.Provides travel assistance including conference support, arranging travel, assisting with submission of reimbursement requests and similar tasks.

Qualifications
Competencies/QualificationsExcellent written and oral communication skills. Time management and organization with attention to detail. Extensive knowledge of Microsoft Office products, especially Outlook, Work, Excel, and SharePoint.IRIS experience preferred.Required Education & ExperienceAssociate’s degree and two years of experience in an office setting including managing multiple calendars and event support.Preferred Education & ExperienceBachelor's degree and one year of office experience, preferably in a higher education setting.Anticipated hiring salary: Minimum $40,000Flexible work arrangements are available. The University also offers a comprehensive benefits package.Anticipated start date: March 2024
Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Vice Provost Student Success
Schedule: Full-time
Job Posting: Feb 7, 2024, 1:34:06 PM